INSTRUCTIONAL GRANT GUIDELINESfor 2017-2018 School Year

Overview

The Suffolk Education Foundation (SEF) coordinates an instructionalGrant Program annually.

These funds supplement regular departmental expenses and budgets. The Grant Program is designed to encourage faculty efforts to support innovation and to enhance the quality of instruction at Suffolk Public Schools.

Eligibility

SEF grants are awarded either directly to a specific school in Suffolk Public Schools or to the Suffolk Public Schoolsdivision as a whole, and to no other type of organization or institution. For purposes of this document, the grantee is the school/division; the agent is the school employee. The funded grant must meet both the mission of the Suffolk Education Foundation, and the priorities of Suffolk Public Schools.

Scope and Requirements

A SEF instructional grant is a commitment of funds to support an experience, a program or a project that otherwise might not be funded. There shall be no minimum award amount for instructional grants; however the maximum amount awarded from SEF will be $2,000.

Projects may relate to one teacher’s classroom, to the needs of a particular grade, subject or school, or to the needs of the division.Grant-funded activitieswill be shared with colleagues at both the school level and the division level upon completion of the program. Grant dollars will not be used to fund refreshments or personnel costs, such as stipends or salaries.

Primary consideration will be given to applications which supplement and enrich the curriculum; benefit a diverse student group; promote an innovative approach to student learning experiences; and would not normally be funded from other sources.

Grant Requirements

1. Participate in at least one site visit by SEF staff and/or board member(s).

2. Submit a satisfactory Follow-Up Summary Reportupon completion of the grant program (form provided by SEF) by May 1, 2018. Positive, negative, and unexpected results should be shared. Failure to submit a follow-up report will preclude the grantee from receiving additional funding.

Page 1, Guidelines

3. Share the results upon completion at least once within your school and once division-wide, so the program can be replicated or improved upon, extending the grant impact.

Deadlines

Instructional grant applications will be accepted until Friday, April 21, 2017.

Grant funds will be distributedin August 2017, unless otherwise noted.

Follow-Up Summary Report (form provided by SEF) due by May 1, 2018.

Grant Submission by Email Only

Email submissions must meet the following guidelines:

  • Time-stamped by 11:59 p.m. onFriday, April 21, 2017 and sent from your principal's email address.
  • Sent on or before the deadline to Bethanne Bradshaw, school division liaison for the Suffolk Education Foundation, by email: Call Bradshaw at 925-6752 if you have questions.

Scoring

The Suffolk Education Foundation reserves the right to reject any application that is not deemed complete.Applications are scored using the rubric on the following page.

Important Notes

  • Only applications from a principal's email address and received byFriday, April 21, 2017 will be considered.
  • By submitting an application, you thereby agree to provide a follow-up report by May 1, 2018.
  • The Director of Technology's approval is also required if the purchase of technology for Suffolk Public Schools computers or other devices is part of your proposal. See page 3 of Grant Application

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RUBRIC - Guide FOR SCORING THE EDUCATIONAL GRANT

CRITERIA / Points
MAJOR OBJECTIVES(Question 1)
On a scale of 1-10, with 10 being the highest, score on having:
  • Objectives that are clearly defined.
  • Objectives that address a stated and documented need.
  • Outcomes that are obvious, obtainable and measurable.

ALIGNMENT WITH IMPROVEMENT PLANS (Question 2)
On a scale of 1-5, with 5 being the highest, score on having:
  • A specific and significant correlation to the school’s School Improvement Plan (SIP) is clearly defined.
  • A specific and significant correlation to the division-wide goals and objectives is clearly defined.

POTENTIAL IMPACT ON STUDENTS (Question 3)
On a scale of 1-5, with 5 being the highest, score on having:
  • A significant impact on identified needs of schools.
  • Ongoing use potential and/or significant benefits to the project.

NUMBER OF STUDENTS INVOLVED (Question 4)
On a scale of 1-5, with 5 being the highest, score on having:
  • Potential to involve large number of students and staff across division.
  • Ability for collaboration with other staff members, classrooms, and/or schools.

SUSTAINABILITY (Question 5)
On a scale of 1-10, with 10 being the highest, score on having:
  • Future sustainability that is clearly outlined.
  • Ideas to share with other grades, subjects, and/or division that are stated and planned.

EVALUATION (Question 6)
On a scale of 1-10, with 10 being the highest, score on having:
  • Evaluation component that is built into project with objectives that have realistic quantitative and qualitative measures.
  • Methods of evaluation which are included with specific evaluation activities outlined.

NEED FOR OTHER RESOURCES, ASSISTANCE, COLLABORATION (Question 7)
On a scale of 1-5, with 5 being the highest, score on having:
  • Additional district resources, collaboration, assistance and/or funding that are identified and explained in detail.
  • A contingency plan which is well-thought out and outlined.

BUDGET /COST-EFFECTIVE (Question 8)
On a scale of 1-5, with 5 being the highest, score on having:
  • Complete information to support request including basic budget.
  • Costs reasonable in relation to expected outcomes.

APPLICANT NAME & SCHOOL______TOTAL POINTS _____

NOTES by JUDGE:

Cover Page (page 1) – 2017-2018 SEF Grant Application

Instructional Grant Application

for 2017 - 2018 School Year

Deadline for Receipt – Friday, April 21, 2017

Please type directly into this Word document, then save your completed application under a different file name (such as “Baker grant_KFHS”).

Date:

Name of School:

Name(s) of Agents/Applicants:

Contact Person (one name):

E-mail address of Contact:

Work Phone of Contact:

Home Phone of Contact:

Content Area Addressed by Grant:

Project Title:

Dollar Amount Requested:

SEF Use OnlyScore:Funded? YesNo Notes:

Page 2 – 2017-2018 SEF Grant Application

If the purchase of technology for Suffolk Public Schools computers or other devices is part of your proposal, prior to submitting the application, you must obtain the Director of Technology's approval.

1. Give a brief description of the proposal. Include curriculum goals and objectives. Please include a timeline.

(Word Limit: 300 words) (Rubric = Major Objectives)

2. Explain how the project aligns with the school’s School Improvement Plan, and/or division-wide priorities, plans and goals.
(Word Limit: 250 words) (Rubric = Alignment with Improvement Plans)

3. Describe how the program is expected to impact students. Discuss ongoing use and/or benefits of the project.
(Word Limit: 250 words) (Rubric = Potential Impact on Students)

4. Estimate the number of students who will be involved. Please explain if and how this program will require collaboration with other staff members, classrooms, and/or schools?
(Word Limit: 250 words) (Rubric =Number of Students Involved)

5. Discuss how this project will be sustainable. In addition, explain how you will share what you have learned from your project with your colleagues.
(Word Limit: 250 words) (Rubric = Sustainability)

6. Describe how you will evaluate whether the objectives of the project have been met. Explain both quantitative and qualitative measures to be used.
(Word Limit: 250 words) (Rubric = Evaluation)

7. Discuss what part of your total budget you are seeking from SEF. Describe any additional funding or district resources required. Explain your options if additional funding and/or resources do not occur as expected.
(Word Limit: 250 words) (Rubric = Need for Other Resources, Assistance, Collaboration)

8. Please include an itemized list of Total budget items, including materials, equipment, supplies, and other costs. Note with highlight, bold, underline, or red which items you are requesting to be funded by the SEF grant. For the SEF-requested portion, please list items in priority order (highest to lowest) in the event of partial funding. Narrative explanations are allowed, but not required.
(Word Limit: 250 words) (Rubric = Budge/Cost-effective)

9. NOTE: Is the purchase of technology for Suffolk Public Schools computers or other devices is part of your proposal?(Underline - yes, or no) If yes, your request must have the approval by the Director of Technology prior to submitting the application. Please explain how you expect your items (software, devices, web subscription, etc.) to be compatible with the division’s technology protocol.
(Word Limit: 250 words)

Page 3 – 2017-2018 SEF Grant Application

All items purchased with grant funds awarded by the Suffolk Education Foundation shall remain the property of Suffolk Public Schools and not that of the grant recipient. Any and all items purchased with grant funds awarded by the Suffolk Education Foundation shall remain the property of the school to which the grant award check is made payable, as documented by the items’ addition to the school inventory.

Only applicationsreceived by Friday, April 21, 2017from
the applicant'sprincipal's email address will be considered.

By submitting this application, applicant agrees to provide a follow-up report

by May 1, 2018 in the format supplied by SEF.

Submit completed application by Friday, April 21, 2017 via your principal's email to:

See detailed instructions on the cover page.

The Director of Technology's approval is required if the purchase of technology for Suffolk Public Schools computers or other devices is part of your proposal.

Software and Hardware need to be approved prior to purchase and installation. Both need to be evaluated for instructional value and technical compatibility. Follow the steps below to submit software and hardware for evaluation to the Technology Department prior to purchasing.

  1. From the Staff Portal, click Service Requests.
  2. Technology Service Request (TSR)
  3. Login to the Help Desk. Use your computer username and password.
  4. Request Type = Application Support
    Request Type Sub-Category = Evaluation/Procurement
  5. Request Detail = Provide justification for your request.
  6. Location and Room
  7. Save

Please forward the software to the Technology Department via pony mail. If you need to, request an evaluation copy from the software publisher for us to have for the evaluation. You may also provide a web address if the software is web-based and can be accessed online.

SEF Instructional Grant Follow-up Report

Due by May 1, 2018 via email to

Please type directly into this Word document, then save your completed application under a different file name (such as “Baker grant_follow up”). Refer to the grant application you submitted in May.

1. Briefly describe your proposaland its objectives.What was the best and worst part?
Pleasefully describe any adjustments to the original grant request. (Word Limit: 150 words) (Rubric = Major Objectives, Section1 from original Grant Proposal)

2. How did the project meet stated goals ofthe school’s School Improvement Plan, and/or division-wide priorities, plans and goals.
(Word Limit: 150 words) (Rubric = Alignment to Improvement Plans, Section 2 from original Grant Proposal)

3. How did the program impact students?How did students react to this project?Discuss ongoing use and/or benefits of the project.
(Word Limit: 150 words) (Rubric = Potential Impact on Students, Section 3from original Grant Proposal)

4. Estimate the number of students involved. Did this program required collaboration with other staff members, classrooms, and/or schools? If yes, please explain.
(Word Limit: 100 words) (Rubric = Number of Students Involved, Section 4from original Grant Proposal)

5. Would you recommend this project be used next year- explain why or why not? If recommended, who should use it? In addition, explain how you shared what you have learned from your project with your colleagues.
(Word Limit: 150 words) (Rubric = Sustainability, Section 5 from original Grant Proposal)

6. Provide the quantitative and qualitative measures usedto evaluate whether the objectives were met.
(Word Limit: 150 words) (Rubric = Evaluation, Section 6from original Grant Proposal)

7. What part of your total budget was supplied from SEF? List any additional funding or district resources used. (Word Limit: 100 words) (Rubric = Need for Other Resources,Etc, Section7from original Grant Proposal)

8. Please include an itemized list of Total budget items, including materials, equipment, supplies, and other costs that were used from the SEF grant. Please indicate if any money requested was not used and why.Also note if any money will be used in the future.
(Word Limit: 100 words) (Rubric = Budget/Cost Effective, Section 8from original Grant Proposal)

9. What happened that was not expected? What was expected that did not happen? What would you do differently, knowing what you know now?

(Word Limit: 100 words) (Additional question not on Rubric)